Field types

Custom fields come in different types, each suited to specific kinds of data. Choose the right type to ensure data consistency and enable proper filtering.

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Text fields

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Single-line text

Best for: Short text values without predefined options. Examples:

• Preferred name
• Employer name
• Pet’s name

Configuration:

• Max length (optional)
• Placeholder text (optional)

Behavior:

• Accepts any text
• Case-sensitive
• Trims leading/trailing spaces

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Long text (textarea)

Best for: Longer descriptions, notes, or multi-line content. Examples:

• Investment philosophy
• Special instructions
• Meeting notes template

Configuration:

• Max length (optional)
• Number of rows to display

Behavior:

• Supports multiple lines
• Preserves line breaks
• No formatting (plain text)

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Number fields

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Number

Best for: Numeric values without currency formatting. Examples:

• Years as client
• Number of accounts
• Age at retirement

Configuration:

• Minimum value (optional)
• Maximum value (optional)
• Decimal places (0-4)

Behavior:

• Accepts only numbers
• Can be negative (unless minimum is set)
• Supports decimals

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Currency

Best for: Money amounts. Examples:

• Target AUM
• Annual fee
• Insurance coverage amount

Configuration:

• Currency symbol ($, €, £, etc.)
• Decimal places (typically 2)
• Minimum/maximum values

Behavior:

• Displays with currency symbol
• Formats with thousands separators
• Stores as decimal number

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Percentage

Best for: Percentage values. Examples:

• Equity allocation target
• Annual return goal
• Commission rate

Configuration:

• Decimal places
• Allow > 100% (optional)

Behavior:

• Displays with % symbol
• Stores as decimal (50% = 0.5)
• Validates range by default (0-100)

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Date and time

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Date

Best for: Calendar dates. Examples:

• Review date
• Policy renewal date
• Anniversary

Configuration:

• Date format display
• Allow past dates
• Allow future dates

Behavior:

• Date picker interface
• Stores in standard format
• Timezone independent

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Date and time

Best for: Specific moments in time. Examples:

• Last contact timestamp
• Appointment time
• Deadline

Configuration:

• Date and time format
• Timezone handling

Behavior:

• Date and time picker
• Timezone aware
• Stores in UTC

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Selection fields

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Dropdown (single-select)

Best for: Choosing one option from a predefined list. Examples:

• Risk tolerance (Conservative, Moderate, Aggressive)
• Relationship status (Single, Married, Divorced)
• Lead source (Referral, Web, Event)

Configuration:

• Option list (values users can choose)
• Default value (optional)
• Allow custom/other (optional)

Behavior:

• Users pick one option
• Consistent data for filtering
• Can’t select multiple

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Multi-select

Best for: Choosing multiple options from a list. Examples:

• Services used (Planning, Tax, Insurance, Estate)
• Investment interests (Stocks, Bonds, Real Estate, Crypto)
• Communication preferences (Email, Phone, Text)

Configuration:

• Option list
• Maximum selections (optional)
• Minimum selections (optional)

Behavior:

• Users can select multiple
• Displays as tags/pills
• Filter by any or all selected

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Radio buttons

Best for: Small number of mutually exclusive options. Examples:

• Yes/No/Unknown
• Primary/Secondary/Tertiary
• Active/Inactive

Configuration:

• Options (typically 2-5)
• Default selection

Behavior:

• All options visible
• One must be selected
• Good for 3-5 options

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Boolean fields

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Checkbox

Best for: True/false, yes/no values. Examples:

• Accredited investor
• Receives newsletter
• Has estate plan

Configuration:

• Default value (checked/unchecked)
• Label text

Behavior:

• Simple on/off toggle
• Stores as true/false
• Easy to filter by

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Toggle

Best for: Same as checkbox, different visual style. Configuration:

• Same as checkbox
• Different visual presentation

Behavior:

• Same as checkbox
• More prominent on/off visual

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Contact fields

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Email

Best for: Email addresses beyond the standard fields. Examples:

• Assistant email
• Alternate email
• Business email

Configuration:

• Validation on/off

Behavior:

• Validates email format
• Clickable mailto: link
• Prevents invalid entries

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Phone

Best for: Phone numbers beyond standard fields. Examples:

• Vacation home
• Assistant direct line
• International number

Configuration:

• Format display
• Country code handling

Behavior:

• Formats consistently
• Clickable tel: link
• Validates format

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URL

Best for: Web links. Examples:

• LinkedIn profile
• Company website
• Portfolio dashboard

Configuration:

• Require https
• Open in new tab

Behavior:

• Validates URL format
• Clickable link
• Can open in new tab

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Choosing the right type

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Decision guide

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When to use dropdown vs text

Use dropdown when:

• Options are known and limited
• Consistency is important
• You’ll filter by this field
• Reporting requires exact values

Use text when:

• Values are unpredictable
• Users need flexibility
• Options would be too numerous
• Free-form is acceptable

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When to use multi-select vs tags

Use multi-select custom field when:

• Options are specific to this field
• You need to enforce specific choices
• Values won’t change often

Use the tags feature when:

• Same tags apply across records
• Tags are more organizational
• You need flexibility to add new tags

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Field validation

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Built-in validation

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Custom validation

For additional validation:

• Set min/max for numbers
• Require selection for dropdowns
• Set character limits for text
• Mark fields as required

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Changing field types

Safe conversions:

• Text → Long text
• Dropdown → Multi-select (adds multi-select capability)

Risky conversions:

• Number → Text (loses numeric properties)
• Multi-select → Dropdown (may lose values)
• Any type → Different type (review data first)

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Next steps